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SharePoint 2010: ECM-ready?


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Gartner puts Microsoft in a virtual tie for first place in its ECM quadrant. But SharePoint is a relative newcomer to the ECM world.

How does it really stack up?

Download the presentation as C/D/H examines SharePoint 2007's ECM/ERM functionality, and look ahead to the major improvements in SharePoint 2010

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SharePoint 2010: ECM-ready?

  1. 1. CDH SharePoint 2010: Sh P i 2010 CDH ECM Ready? ECM-Ready? David Tappan C/D/H
  2. 2. CDH Quick Facts About Us Approach Partnerships • 20th Year • Vendor Agnostic • Microsoft Gold • Grand Rapids & • Non reseller Non-reseller • VMware Enterprise Royal Oak • Professional • Cisco Premier • 30 Staff Services Only • Novell Platinum
  3. 3. CDH Expertise • Project Management j g • Infrastructure • Collaboration • Access & Identity Management (AIM)
  4. 4. CDH CDH Talks Tech
  5. 5. CDH Agenda Introducing SharePoint 2010 • SharePoint 2007 vs 2010 • SharePoint feature set • Where does ECM fit in SharePoint? Metadata and Content Types • Applying metadata • Managing enterprise metadata • Content type syndication Records Management • Declaring Records • File Plans • eDiscovery and Holds • Auditing and Reporting
  6. 6. CDH A Tale of Two Marketing Slides Business Collaboration Platform for the Enterprise and the Web MOSS 2007 SharePoint 2010
  7. 7. CDH SharePoint 2010 Overview Ribbon UI Business Connectivity Services SharePoint Workspace InfoPath Form Services SharePoint Mobile External Lists Office Client Workflow Office Web App Integration SharePoint Designer Standards Support Visual Studio Sites API Enhancements REST/ATOM/RSS Composites Communities Tagging, Tag Cloud, Ratings Social Bookmarking PerformancePoint Services Blogs and Wikis Excel Services My Sites Chart Web Part Activity Feeds Visio Services Profiles and Expertise Insights Content Org Browser Web Analytics SQL Server Integration PowerPivot Search Enterprise Content Types Metadata and Navigation Document Sets Social Relevance Multi-stage Disposition g p Phonetic Search Audio and Video Content Types Navigation Remote Blob Storage FAST Integration List Enhancements Enhanced Pipeline
  8. 8. About SharePoint 2007 CDH Records Management • Records Center – Really a sample application • Information Management Policy Enforcement f f – Auditing – log events and operations – Expiration – specify how long record is retained – Barcodes – facilitate tracking of physical records • Record Collection Programmable Interface – Record Routing – specify where each content type goes – Hold – Can place a hold on documents and gather them to a single l h i l location using custom code. i i d
  9. 9. CDH About the Records Center • The Web service is designed to work with third party document storage providers with minimum effort. • Passes any metadata to be retained, including an audit history of the events performed on the document. • The Web service is designed so that you could program workflows to manage movement of documents, or simply use built in "Send to Record Center" function in SharePoint.
  10. 10. Shortcomings of SharePoint CDH 2007 Records Management • Library/folder size – 2000 item limit requires arbitrary folder structures to be created. • Limited retention policies – Only single stage p p y g g policies can be defined without custom development • Multiple copies – No document IDs, and “Send to Records Center” leaves a copy rather than a link, with no indication that it is a record. • Auditing limited – Record declaration creates auditing snapshot; not easy to read or aggregate. • Record Routing limited to content types – You cannot create a file plan based on metadata without custom code.code • Content types difficult to maintain – No built in process to maintain consistency of content types across site collections. Records Repository strips content types entirely, and writes metadata to a separate XML document.
  11. 11. SharePoint 2010 ECM CDH Improvements • Very large libraries and lists • Remote BLOB storage • Document ID /P i t t Links D t IDs/Persistent Li k – Declare a record and leave a link • Centrally managed and enforced metadata and content types • Improved user interface for profiling/tagging documents • Document Set content types • Hierarchical File Plans (Content Organizer) • Multi-stage retention & disposition • Legal Holds ega o ds
  12. 12. CDH CDH Metadata and Content Types
  13. 13. CDH Definition of Terms • Taxonomy - Hierarchy, synonyms, descriptions, and translations • Folksonomy - Informal flat list of adhoc values • Term Store - Database that contains one or more taxonomies available as a ‟Shared Service” • Term - Node in the taxonomy with a unique ID and many text labels • Tagging - Applying metadata to an item (authoritative or social) • Keywords - ‟Not just a text string”
  14. 14. CDH Applying Metadata: ‟Tagging” Tagging • Web Browser – List items can be tagged by using the ‟Edit Properties” UI • Automated – By a workflow – By virtue of the location in which we choose to store the item (location-based metadata) – Values from the parent Document Set • Office Clients – Document Information Panel allows for tagging in the authoring surface of the Office client – Backstage in the Office clients will allow full fidelity of the managed metadata controls – InfoPath forms • Custom Apps – 3rd party or custom applications using SharePoint Metadata OM
  15. 15. Managed Metadata Column CDH Type • Managed Metadata – Single or multi-value field – Binds to any level of a hierarchical term set of any term store (Share Application Service) – Tree-picker control – M Many managed metadata columns on a li t lib d t d t l list, library, or content type – Managed Keywords – Always for ‟folksonomies” – One keyword column per list or library – Validates against all terms in all term sets – Auto-complete – Disambiguation
  16. 16. CDH Metadata field & features Closed Term Open Term Set Keywords Set Set Controlled & Flexible & managed open
  17. 17. CDH Term Store Management Tool • Service Management – Access all available term stores from one location • S Security Groups yG p – Control how to edit/delete/create using SharePoint groups and users • Term Sets – Allow/disallow end user updates – Term synonyms (including multilingual) – Advanced term management – Copy – Reuse – Description – Merge – Import – Deprecate – Delete • Content Type Syndication – Central definition and management of: – Metadata – Document Templatesp – Disposition
  18. 18. Content Type Syndication: CDH The Payoff Content gets created using enterprise content type Corporate policy gets applied, regardless of where content is created
  19. 19. Defining, Applying and CDH Managing Metadata Demo
  20. 20. CDH CDH Records Management
  21. 21. CDH Records Management Features • Retention Policies • Declaring Records • Document IDs • Content Organizer • Legal Holds • Auditing and Reporting
  22. 22. CDH Retention Policies • Based on multiple factors – Content type yp – Library – Folder • Multi-stage retention policy
  23. 23. CDH Legal Holds • Free text search • Local hold or export • Hold categories
  24. 24. CDH Declaring Records • In-Place • Sent to a Records Center – Manually – By policy
  25. 25. CDH Document IDs • Permanent, unique, enterprise-wide • Searchable • Moveable • Linkable
  26. 26. CDH Content Organizer • Based on record routing rules in SharePoint 2007 • Content Organizer Settings • Content Organizer Rules g • Requires matching content types (value of content type syndication) yp y )
  27. 27. CDH Records Management Features Demo
  28. 28. CDH Questions Your Questions • ? My Questions • Is SharePoint 2010 ECM “ready for prime time”? • What scenarios do you envision for SharePoint ECM? • Where does it fall short of “Enterprise ECM?”
  29. 29. CDH Thank You Royal Oak Grand Rapids 306 S. Washington Ave. 15 Ionia SW Suite 212 Suite 270 Royal Oak, MI 48067 Grand Rapids, MI 49503 p: (248) 546-1800 546 1800 p: (616) 776-1600 (c) C/D/H 2007. All rights reserved